Program Coordinator, GDipICL

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Competition Number: J0125-0094

Position Title: Program Coordinator, GDipICL

Position Number (Final): 00508331

Employee Group: Support Staff - USW Local 2010

Job Category: Academic Support and Student Services

Department or Area: Faculty of Law

Location: Kingston, Ontario, Canada (Remote)

Salary: $57,357.00 - $69,938.00/Year

Grade: 07 Review Salary Information Here

Hours per Week: 35

Job Type: Term

Length of term: 12 months

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: January 14, 2025

Closing Date: January 30, 2025

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COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Summary

The Graduate Diploma in Immigration and Citizenship Law ("GDipICL") is an innovative online program designed to equip students with the knowledge, strategic competencies, practical skills, and critical judgement necessary for a career in immigration consulting as well as roles in the broader immigration ecosystem. The GDipICL is Canada's only English-language pathway to becoming a licensed immigration consultant and prepares students for the College of Immigration and Citizenship Consultants mandatory Entry-to-Practice Exam. The Faculty of Law seeks a dynamic individual who is excited for the opportunity to work with a team of committed professionals and administrators. The incumbent will contribute to Canada's immigration sector by fostering a positive student experience of future immigration consultants.

The regular hours of work for this position are 12:00 pm to 8:00 pm, Monday to Friday. Occasional work on the weekends is required.

This position is the first point of contact on academic support matters within the department for students, prospective students, faculty and staff. This position advises students on academic program planning, course selection, program completion requirements, faculty regulation and policies and procedures. The position also provides program administrative support in areas such as recruitment planning and events, admissions, academic calendars, class lists, convocation and graduation.

Job Description

What you will do

• Promotes the program to prospective students by attending events, and organizing and tracking other program recruitment activities.
• Serves as the first point of contact for students, and/or faculty, departments, prospective students, parents of students, external and internal contacts regarding programs.
• Advises students on academic program planning, course selection, registration, and program completion requirements.
• Organizes and administers processes that relate to student progression such as processing applications, grade completion, eligibility to graduate, convocation etc.
• Determines individual student eligibility for awards and/or scholarships.
• Collects and submits timetabling information.
• Oversees administrative process for appeals, granting routine requests and preparing information for complex cases for review.
• Coordinates exams, including room bookings (thesis defences, midterms, oral exams etc.).
• Prepares and deliveries surveys, including course evaluations.
• Ensures accurate recordkeeping of all student activities with the program.
• Provides administrative support to department including, maintaining files and student records, scheduling meetings and appointments, travel and accommodation booking, RTP (renewal, tenure and promotion) process, preparing agendas, course preparation, archiving, security and access tracking, maintaining security and access protocols, supply and merchandise inventory.
• Collects data and prepares statistical reports, identifying trends and potential issues.
• Provides guidance, work direction, support and training to volunteers, teaching assistants, casual support staff, proctors, and others.
• Provides orientation and training for new employees/volunteers.
• Refers students to the appropriate services for assistance (e.g., Student Wellness Services, Career Services etc.)
• Provides administrative, secretarial and/or procedural support for committee(s), including agenda preparation, scheduling meetings, minute taking, recording keeping, applicant review/assessment, interview scheduling, training, tracking of action items and deliverables.
• Maintains and updates departmental and/or unit website(s).
• Develops a variety of orientation and/or promotional materials, assesses the effectiveness of materials.
• Coordinates and organizes academic related events, including meetings, workshops, webinars, conferences, orientations, information and/or teaching sessions, and guest lectures.
• Creates and/or maintains program portal and/or databases, updating, revising and assisting students and instructors.
• Builds and maintains relationships with key stakeholders in other departments/units/industries.
• Recommends revisions and/or maintains policies, procedures and/or handbooks.
• Other duties as required in support of the department and/or unit.
  
  

Required Education

• Four-Year Bachelor Degree or equivalent.
• in business administration preferred.
  
  

Required Experience

• More than 3 years and up to and including 5 years of experience.
• Experience working with diverse populations/equity deserving groups considered an asset.
• Experience in data, trend analysis and reporting considered an asset.
• Experience advising students considered an asset.
• Experience in client and/or customer experience functions considered an asset.
• Experience with operating systems technologies considered an asset (e.g., Linux OS, Windows OS, AD Forests, Domains, Trusts, DNS, DHCP, Group Policy and Organizational Units, VMware, VM backups tools, etc.).
  
  

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge And Requirements

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non-straightforward and/or complex issues.
• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
• Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop individual project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provides opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.
  
  

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

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